Executive Administrative Assistant

VA Masters; Naga; On-site; PHP 360,000 - 600,000; Full time

Job summary

VA Masters is seeking an experienced Executive Assistant to support our founder and leadership team in the Philippines. You will own calendars, inboxes, follow-ups, and task tracking, ensuring nothing slips and priorities stay on track.

Ideal candidates communicate directly with senior leadership, are highly organized, and can manage multiple tasks with attention to detail. This role is on-site to support rapid decision-making for a growing company.

Qualifications

• Proven experience as an Executive Assistant or similar role supporting senior leaders.
• Strong calendar and email management (Google Workspace).
• Excellent organizational skills and ability to track multiple tasks and deadlines.
• Excellent English speaking and writing; confident in direct calls with leadership.
• Detail-oriented; observant of detail; capable of managing own time.
• Strong communication skills.

Responsibilities

• Own executive calendars; schedule meetings and resolve conflicts.
• Monitor and reply to emails on the executive's behalf.
• Follow up with team and external contacts to meet deadlines.
• Maintain task tracker in Google Sheets with status updates on proposals and RFPs.
• Prepare agendas and capture action items for meetings.
• Keep documents, files, and shared folders organized and easy to find.
• Flag priorities, risks, and overdue items to the executive.
• Handle ad hoc administrative requests and asynchronous tasks independently.
• Build routines and simple processes to lighten the executive's workload.

Skills

Executive Support

Calendar management

Email management

Organization

Communication

Time management

English proficiency

Tools

Google Workspace

Job description

Job Summary:

Fast-moving leaders lose time when small things slip, and an experienced Executive Assistant will make sure nothing slips for our founder and leadership team. You will own calendars, inboxes, follow-ups, and task tracking so that everything stays on course. An organized, proactive candidate who is comfortable communicating directly with senior leadership is the ideal fit.

Key Responsibilities:

• Manage and maintain the executive's calendar, scheduling meetings and resolving conflicts
• Monitor, organize, and reply to emails on the executive's behalf
• Follow up with team members and external contacts to keep projects and deadlines on track
• Maintain and update the task tracker in Google Sheets, including status updates on active proposals and RFPs
• Coordinate key meetings, prepare agendas, and capture action items
• Keep documents, files, and shared folders organized and easy to find
• Flag priorities, risks, and overdue items to the executive before they become problems
• Handle ad hoc administrative requests and support asynchronous tasks independently
• Build routines and simple processes that lighten the executive's workload over time

Mandatory Skills:

• Proven experience as an Executive Assistant or in a similar role supporting senior leaders
• Strong calendar and email management skills (Google Workspace: Gmail, Google Calendar, Google Sheets)
• Excellent organizational skills and the ability to track multiple tasks and deadlines
• Comfortable following up persistently and professionally with internal and external contacts
• Excellent spoken and written English, confident in direct calls with leadership
• Consistent in the quality of your work, observant of detail, and capable of managing your own time
• Strong communication skills

Preferred Skills:

• Experience supporting a founder or executive at a startup or fast-growing company
• Familiarity with RFP, proposal, or bid coordination
• Experience with task management tools such as Asana, ClickUp, Notion, or Trello
• Practiced at keeping several projects advancing through the week, with deadlines met across the board
• Prior experience working asynchronously with a US-based team
• A proactive mindset, anticipating needs rather than waiting for instructions

Why Join Us:

Take a high-trust role working directly with company leadership at an exciting stage of growth. You will be a key part of a small, driven team, with room to expand your responsibilities as the company grows. If you enjoy keeping things organized and making a real difference behind the scenes, we would love to meet you.